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Setting Up/Managing Corporate Users (for Corporate Administrators)

Setting Up/Managing Corporate Users (for Corporate Administrators). Intuit Financial Services University Business Financial Solutions Certification. Section Objective. By the end of this section, you will know how to support your Corporate Administrators when they

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Setting Up/Managing Corporate Users (for Corporate Administrators)

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  1. Setting Up/Managing Corporate Users (for Corporate Administrators) Intuit Financial Services University Business Financial Solutions Certification

  2. Section Objective • By the end of this section, you will know how to support your Corporate Administrators when they • set up and manage their Corporate Users • utilize Secondary Administrative Approval • create Transaction Groups to be used with Balance Reporting • set approval requirements for Book Transfers • set approval requirements for Wire Transfers • permit bank defined wire templates • set additional permissions for ACH • utilize the Admin, Audit, Management, and Password reports

  3. Scenario 3 - “We have a new office manager.” • We will continue using the case introduced in the previous section to complete our section objectives. • Doggy Day Spa and Retreat has experienced a huge growth in business over the last several months. Gavin and Elijah are preparing to open a 3rd location and have hired part-time office manager, Renee Lewis. • Until Renee is comfortable with online banking, Gavin and Elijah have agreed that she should be a Corporate User, rather than a Corporate Administrator. Renee will have permissions to ACH, Balance Reporting, Book Transfers, My Dashboard, Stop Payments, and Money Transfers (Wires). However, she should not be able to: • Set Permissions for ACH • Approve ACH Templates and Batches • Submit ACH Batches via ACH Import or ACH Pass Thru • Set approval requirements Book Transfers • Approve Book Transfers • Set approval requirements for Money Transfers • Permit Wire Templates • Approve Wire Transfers or Wire Templates • For all services, Renee should only be permitted to account number 12006750 and 12006766. She should also be permitted to ACH Company: DDSR and Transaction Type: “PPD+CD” (PPD w/addenda Mixed Credits and Debits). • User limits should be set at: • $50,000/transaction and $100,000/batch for ACH Maintenance /Activation • $50,000/entry and $100,000/day for Book Transfers and Wires

  4. Task 1: Add a new Corporate User Once logged into the system, Elijah will use the Administration portal on the Dashboard to add Renee as a new Corporate User. Step 1: Click the Add User button in the Administration portal of the Dashboard. NOTE: Corporate Administrators without Dashboard permissions can add and maintain Corporate Users by selecting the Corporate Users service group from the dropdown, then User Admin button.

  5. Task 1: Add a new Corporate User (cont’d) Step 2: Complete the required fields on the Add New User screen specifically permitting the User Service Permissions that apply to the Corporate User’s role. TIP: Use dropdown to copy permissions from an existing user profile. The system copies the following: User Type, Service Permissions, Account Permissions, ACH Companies*, ACH Transaction Types*, and Limits (*display but are not automatically enabled). Step 3: Click the Next button.

  6. Task 1: Add a new Corporate User (cont’d) Elijah needs to set Renee up with access to be able to have Balance Reporting (Previous and Same Day), Book Transfers, Money Transfers, and Stop Payments for account numbers 12006750 and 12006766. Step 4: Check the box in a row/column position to indicate that the Corporate User has permission to use the specified account with a specific service (i.e. Book Transfer, Stops). Elijah needs to grant Renee access to ACH Company DDSR and Transaction Type: “PPD+CD” (PPD w/addenda Mixed Credits and Debits). Step 5: Check the box next to any ACH Companies that the Corporate User needs permission to. For each ACH Company, Transaction Types must also be permitted. NOTE: Because the system includes the offset transaction in balanced Pass Thru files as just another 6 record, Corporate Users must be permitted to mixed Credit and Debit Transactions Types. For example, if the Pass Thru file is a payroll file (all credit transactions except for the offset), the user must be permitted to “CCD, Mixed Credits and Debits” (as opposed to just “CCD, Credits”) in order to be able to successful upload a Pass Thru file. Step 6: Click the Next button.

  7. Task 1: Add a new Corporate User (cont’d) Because Elijah set Renee up with Service Permissions for ACH, Book Transfers, and Money Transfers (Wires), he must define User Limits for each of these services. If Renee had been given Service Permissions for Loans, Elijah would need to define limits for these services as well. NOTE: The User Limits screen will only display if the Corporate User has been given Service Permission for ACH, Book Transfers, Money Transfers, and/or Loans. Step 7: Enter the dollar amount limits for any of the Services that the Corporate User has been permitted. IMPORTANT: If setting up a Corporate Administrator and providing their limits on this screen ($10,000 for example), when that Corporate Administrator sets up other users, they CAN accept the Target Market default limits ($99,999,999.99 for example) for that user. Thus, a user could have higher limits than the Corporate Admin. To prevent this: The Corporate Administrator should provide each Corporate User with a User Overall Limit (set via the ACH Admin Permissions service) or the financial institution could utilize the Company Overall Limit (set via the ACH Admin Permissionsservice). If the financial institution were to set a Company Overall Limit (to be $25,000 for example), then, if the Corporate Admin were to accept the Target Market default limits ($99,999,999.99) for a user, that user would never be able to submit more than $25,000 per Effective Date (this amount would be even less if other users at that company were submitting files for the same Effective Date). Step 8: Click the Submit button.

  8. Practical Application • “A shift in job responsibilities” • Newest office manager, Renee Lewis, has proven that she is ready to take on more responsibility for the overall all day to day operations. • Renee Lewis should now have Administrator status and be able to add and maintain Corporate Users. Her Dashboard style should be set to permission-driven. • She should also be able to: • Approve ACH Templates and Batches • Submit ACH Batches via ACH Import or ACH Pass Thru • Approve Book Transfers • Permit Wire Templates • Approve Wire Transfers or Wire Templates • She should also be permitted to account number 12006770 for all services and permitted to ACH Transactions Types: “PPD, Credits” (PPDCO)and “PPD, Debits” (PPDDO). • Renee’s user limits should be increased to: • $150,000/transaction and $250,000/batch for ACH Maintenance /Activation • $150,000/entry and $250,000/day for Book Transfers and Wires • Renee’s user limits for approvals should be set to: • $75,000/transaction and $125,000/batch for ACH Approval • $90,000/entry and $135,000/day for Wires

  9. Secondary Admin Approval

  10. Corporate Users – Admin Approval Admin Approval -If Secondary Admin Approval has been set to “Yes” for the Corporate Customer, Corporate Administrators/Users use the Admin Approval service to approve or reject a pending addition of a Corporate Admin/User, a change to a Corporate Admin/User’s password, or a change to a Corporate Admin/User’s permissions. NOTE: Changes made to a Corporate User’s profile information (i.e. name, address, email, etc) do not require approval. Step 1: Click the Info link next to the Corporate User’s profile to see the details of the pending profile information for the Corporate User. NOTE: The Info link only appears when a Corporate User has been added or if a Corporate User’s password has been changed by a Corporate Administrator. NOTE: Checking the box next to the Corporate User’s name (with both the Info and Perm links in the Pending column) and clicking the Review Selected button will display the details of the pending profile information for the Corporate User and not the pending permission information for the Corporate User. Remember, users with My Dashboard permissions will also see pending user additions and changes in the Action Required portlet within the Dashboard.

  11. Corporate Users – Admin Approval (cont’d) Step 2: Click the Approve button or Reject button to approve or reject the pending Corporate User’s profile.

  12. Corporate Users – Admin Approval (cont’d) Step 3: Click the Perm link next to the Corporate User’s profile to see the details of the pending permission information for the Corporate User. Step 4: Click the Approve button or Reject button to approve or reject the pending Corporate User’s profile. (R) = removed (A) = added

  13. Points to Consider • Secondary Administrative Approval • Admin Approval is not considered an administrative service. Any Bank User, Corporate Admin and/or Corporate User may use this service, provided they have been permitted to the service. • When a Corporate Admin/User has been added or edited, “Pending” will appear next to their name in the Administration portlet on the Dashboard until the addition or edit has been approved. If the user’s permissions were edited, the user can continue to login but they will only have the permissions that they had prior to the edits being made to their profile. • Bank and Corporate Users with My Dashboard permissions will also see pending Corporate Users in the Action Required portlet. • If a Corporate User changes their own password, it is not subject to approval. • When a Corporate User’s password is changed and the Corporate User attempts to log in, the user will receive a “User Authorization Failed” message. After the change is approved, the Corporate User can login using the new password. The Password Change screen then displays immediately, requiring the Corporate User to enter a new password of their choice. • Comments can be viewed via Corporate Users  Admin Report.

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  15. Balance Reporting (BR)

  16. BR Admin – Transaction Groups Transaction Groups – Corporate Users use the Transaction Groups service tocreate groups of transactions that contain one or more Bank Administration Institute (BAI) type codes in order to allow Corporate Users to customize output for Same Day (batch) and Previous Day reports. Step 1: Enter the Code and Name for the new Transaction Group. Step 2: Click the Add button. Step 3: Use the arrows between the “Inactive BAI Codes” box and the “Active BAI Codes“ box to move a BAI Code from being inactive to active (or vice versa). TIP: To confirm that the new Transaction Group was successfully added, click any button in the navigation. Then click the Transactions Groups button. The new Transaction Group should display.

  17. Book Transfers

  18. Book Transfer – Approval Req Approval Requirements - Corporate Administratorsuse the Approval Requirements service to require approval when certain Corporate Users input book transfers from certain accounts. NOTE: When a Corporate User inputs a Book Transfer transaction, the approval requirements are applied to the From Account. Step 1: Select a Corporate User from the Users box.

  19. Book Transfer – Approval Req (cont’d) Step 2: From the Available Accounts list, select the account(s) that will require approval when book transfers are initiated from the specified account or select the “All Accounts” option if approval will be required when book transfers are initiated from any account.NOTE: Only the accounts that have been permitted to the Corporate User display in the Available Accounts area . Step 3: Click the Hold button. The selected Available Accounts are copied to the Selected Accounts list.

  20. Book Transfer – Approval Req (cont’d) Step 4: Choose the approval level in the Set Default Approval Levels for Selected Accounts area. Step 5: Click Submit. Step 6: The Update Levels screen is displayed with the defined accounts and approval levels. Click the Save button. TIP: Click the “Display Account Report” link to display a list of accounts that have been permitted to the Corporate User for book transfers as well as the approval requirement setting for each of those accounts. Click the “Display ALL Account Report” link to display a list of all Corporate Users for that Corporate Customer and the accounts that have been permitted to that Corporate User for book transfers as well as the approval requirement setting for each of those accounts.

  21. Money Transfers (MT)

  22. MT Admin – Approval Reqs • Approval Reqs – Corporate Administratorsuse the Approval Requirements service to require approval when Money Transfers are inputted from certain accounts. • IMPORTANT: If the financial institution or the Corporate Admin does not set up this service, the Corporate User will receive an error message upon activating a money transfer. • NOTE: Money Transfers must be approved by a different user. • Step 1:Select an account from the Accounts box (or click “All Accounts”) input. NOTE: Clicking the Display All button displays the current approval requirements.

  23. MT Admin – Approval Reqs (cont’d) • Step 2: Select the Approval Requirements Settings for each of the following Money Transfer types: • Repetitive – upon a Corporate User inputting a customer defined template • Free-Form – upon a Corporate User inputting a free form • Template – upon a Corporate User creating or editing (not deleting) a customer defined template • The approval settings options for each Money Transfer type are: • 0 –approval is not required for Money Transfers using this account. • 1 – one person must approve Money Transfers using this account. • 2 – two people must approve Money Transfers using this account. • Dynamic – set the number of people to approve the Money Transfer and the Money Transfer amount range for each approval. • Not Available - Corporate Users cannot add Money Transfers using the selected account. TIP: Do not use. Instead, the Corporate Admin should remove the Money Transfer permission for the specific account on the Corporate User’s permissions screen. Step 3: Click the Submit button.

  24. MT Admin – Template Permissions Template Permissions – Corporate Administratorsuse the Template Permissions service to permit bank defined money transfer templates to specific Corporate Users as well as establish and manage Money Transfer entry and approval limits for each bank defined template to which the Corporate User is permitted. NOTE: Customer defined templates do not have to be permitted and therefore will not display here. Step 1: Select a Corporate User from the User box. Step 2: A list of all bank defined template that have been permitted to the Corp Admin will appear in the Inactive Templates box. Use the arrows between the boxes to move a template from the Inactive Templates box to the Active Templates box or vice versa. Accounts can be moved individually, in ranges or in their entirety by using the Shift and Ctrl keys. NOTE: The Inactive Templates box contains a list of all bank defined templates that have been permitted to the Corporate Admin by the financial institution. Whereas, the Active Templates box displays all bank defined templates that have been permitted to the selected user (regardless of whether or not the Corporate Admin has been permitted to that template). Thus, if a Corporate Admin moves a template (that they have not been permitted to) from “Active” to “Inactive”, the template will be removed from the Active Template box and does not appear in the Inactive Templates box. Only Corporate Admins with permission to the aforementioned template will be able to see that template in the Inactive Templates box.

  25. MT Admin – Template Permissions (cont’d) Step 3:Select the template from the Active and then click the Change Entry / Approval Limits button. Step 4: Enter a maximum wire amount per entry and day as well as a maximum wire approval amount per entry and day. Step 5: Click the Submit button.

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  27. ACH

  28. ACH Admin – Permissions • Permissions – Corporate Administrators use the Permissions service to define the following: • Customer ACH Settings – to set the approval requirements for when ACH batch templates are created, edited or deleted by that Corporate Customer’s Users. • User Overall Limits – to set the overall activation limit as well as overall approval limit that is applied to all batches activated by the selected user for the same effective entry date. These settings limit the total amount of ACH debits and credits that the Corporate User can activate/approve for a specific day, regardless of Transaction Type Limits that are set for the ACH Company. • ACH User Settings – to set the ACH import type that a specific Corporate User can process.

  29. ACH Admin – Permissions (cont’d) Customer ACH Settings – Corporate Administrators use this page to set the default template approval requirement for when ACH batch templates are created, edited or deleted by that Corporate Customer’s users. This setting is the default setting that is used if a template approval option is not set up for a specific Corporate User’s Transaction Types (as described on next page). Step 1: Click the Customer ACH Settings button. • Step 2: Select one of the following “Template Approval Default” options: • None – no approval is required when the user creates/edits/deletes an ACH batch • Same User Allowed (default) – approval is required when the user creates/edits/deletes an ACH batch, but the user that created/edited/deleted the batch can also approve the batch • Same User Required – approval is required when the user creates/edits/deletes an ACH batch and the approver must be the user that created/edited/deleted the batch • Different User Required – approval is required when the user creates/edits/deletes an ACH batch, but the user that created/edited/deleted the batch cannot approve the batch • Step 3: Click the Submit button.

  30. ACH Admin – Permissions (cont’d) Corporate Administrators can set a specific Corporate User’s template approval requirements for when ACH batch templates are created, edited or deleted by that Corporate User via the following steps: Step 1: Select the Corporate User from the User box. Step 2: Select the appropriate ACH Company(s) from the Assigned Companies box and click Transaction Types.

  31. ACH Admin – Permissions (cont’d) Step 3:Select the appropriate Transaction Type(s) from the Assigned Transaction Types box and click Template Approval Options. Step 4: Choose the appropriate template approval option (None, Same User Allowed, Same User Required, Different User Required) for each Transaction Type. Click Submit.

  32. ACH Admin – Permissions (cont’d) User’s Overall Limits - Corporate Administrators use this page to set the overall activation limit as well as overall approval limit that is applied to all batches activated by the selected user for the same effective entry date. These settings limit the total amount of ACH debits and credits that the Corporate User can activate/approve for a specific day, regardless of Transaction Type Limits that are set for the Corporate User. Step 1: Select the Corporate User from the User box. Step 2: Click the User Overall Limits button. Step 3: Set the overall “Batch Activation” and “Batch Approval” limits to beapplied to all batches activated by the selected Corporate User for the effective entry date. NOTE: The User Overall Limit cannot be edited to exceed the Corporate Administrator's User Overall Limit (displayed in the "Maximum Limit" field). If the Corporate Admin does not have a User Overall Limit, then the User Overall Limit cannot be edited to exceed the Customer Overall Limit. Step 4: Click the Submit button.

  33. ACH Admin – Permissions (cont’d) Point to consider: If the financial institution does not set a Customer Overall Limit, a Corporate Admin COULD accept the User Overall Limit default of $9,999,999,999.99 for another user (even if the Corporate Administrator’s User Overall Limit is $15,000, for example). Thus, a user could have a higher User Overall Limit than the Administrator’s User Overall Limit. To prevent this: the financial institution should set a Company Overall Limit (of $25,000 for example). In which case, the Corporate Admin would not be able to accept the User Overall Limit default of $9,999,999,999.99 as another user's User Overall Limit because it exceeds the Company Overall Limit and the Admin would be able to only give limits that are equal or less than what they have ($15,000). Regardless, any time the Corporate Admin attempts to edit a user’s User Overall Limits to something other than the default of $9,999,999,999.99, the Corporate Admin can only give limits that are equal or less than what they have ($15,000).

  34. ACH Admin – Permissions (cont’d) ACH User Settings – Corporate Administrators use this button to set the ACH import type that a specific Corporate User can process. Step 1: Select the Corporate User from the User box. Step 2: Click the ACH User Settings button. • Step 3: Select one of the following “Import Type” options: • Repetitive Only - Used for imports that will occur frequently. File must be imported into an existing Batch. Batch and participant information is saved in the BFS system. • Non-Repetitive Only – Used for imports that will only occur once as batch and participant information is not saved in the BFS system. The imported batch will be found on the Activation screen. • Repetitive and Non-Repetitive – Supports both import types and is the default unless the financial institution chooses to have IFS set another import type to be the default during Implementations. Step 4: Click Submit.

  35. Reports

  36. Corporate Users – Admin Report Admin Report – Corporate Administrators/Users use the Administration Report service to report on additions, deletions, and changes that have been made to Corporate User profiles/permissions. NOTE: The Admin Report can still be used even if Secondary Administration Approval is set to “No”. Step 1:Select “All Users” or an individual user. Step 2:Select a date or range of dates. Step 3: Click the Submit button.

  37. Corporate Users – Admin Report(cont’d) Step 4: The Administration Report page displays for customers selected on the Report Selection Page. User was deleted User’s permissions were changed (R) = removed (A) = added User was added. NOTE: If Secondary Admin Approval is turned off, only the INFO details display when a user is added. User’s password was changed

  38. Activity – Audit Report • Audit Report – Corporate Administrators use the Audit Report service to review system usage (audit) information for Corporate Users and services. • Step 1: Select the Corporate User(s) to report on. • Step 2: Select the Service(s) to report on. • Step 3: Select the Channel(s) to report on. • Step 4: Enter a date and time of day to report on. • Step 5: Choose whether or not the results should be limited to only users that currently have an active session. • Step 6 (optional): Enter a specific IP Address or Description to refine the search.TIP: Run the report with the Description field blank to see a list of all possible Descriptions on the results screen. After seeing the results, rerun the report including an appropriate Description. • Step 7: Click the Submit button to view the information on screen or click the Export button to save the information.

  39. Activity – Audit Report (cont’d) If the Submit button was clicked, the system will display all matches to your query as a screen display. NOTE: If the “Only display active user sessions” option was selected on the previous screen, the Corporate Administrator is able to terminate the user’s session which logs the user out of the system and locks out the user from any future logins (until the user is unlocked by their Corporate Administrator or the financial institution).

  40. Activity – Management Reports • Management Reports – Corporate Administrators use the Management Reports service to run the following three reports: • Entitlement Report - allows Corporate Administrators to view the accounts and services to which each Corporate User is permitted • ACH Companies –allows Corporate Administrators to view the Corporate Customer‘s Overall ACH limits as well as the offset account(s) and transaction type(s) for each of the ACH Companies that have been permitted to the Corporate Customer • ACH Limits – allows Corporate Administrators to view the Corporate Customer‘s Overall ACH limits as well as the User Overall ACH limits and limits per transaction type for each of the ACH companies that have been permitted to each Corporate User • Book Transfer Limits – allows Corporate Administrators to view the accounts (used for book transfers) and the associated limits for all Corporate Users • Wire Transfer Limits – allows Corporate Administrators to view the accounts (used for wire transfers) and the associated limits for all Corporate Users • To run an Entitlement Report: • Step 1:  Select the Entitlement Reports tab. Step 2:  Choose a report. Step 3:  Select the desired User(s). • Step 4:  Click Submit.

  41. Activity – Management Reports (cont’d) EntitlementReport results ACH Companies results

  42. Activity – Management Reports (cont’d) ACH Limits results Book Transfer Limits Report results Wire Transfer Limits Report results

  43. Security Center – Password Report Password Report - Corporate Administrators use the Password Report service to review when Corporate Users set up their Security Questions and Answers as well as the date and time of the Corporate User’s last login. Step 1: Select one or more users from the list. Step 2: Click the Run Enrollment Reportbutton. To print the displayed report, click the Print icon. To download the displayed report, click the Download icon.

  44. Practical Applications Are Book Transfer approval requirements defined per Corporate User, per account, or both? True/False: The same user that inputted a Book Transfer cannot approve that same Book Transfer. Are Money Transfer approval requirements defined per Corporate User, per account, or both? True/False: The same user that inputted a Money Transfer cannot approve that same Money Transfer. What button on the ACH Admin → Permissions screen allows a Corporate Administrator to limit the total amount of ACH debits and credits that a Corporate User can activate/approve per effective entry date (regardless of Transaction Type Limits that are set for the ACH Company)? If the financial institution establishes Book Transfer Approval Reqs, Money Transfer Approval Reqs, and/or ACH Permissions for each of their Corporate Customers’ Users, under what circumstances would the Corporate Administrator be able to over-ride these settings?

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